It is important to note that the Invoicing function is simple if the system has been set up and used as intended. Please go through the initial recommended steps and the beginning of the tutorial before proceeding.
Go through the following exercise to add an additional charge and prepare a customer invoice.
From Order Entry, Find Job 1010.
Notice the tracking Status on the line item. We just received the freight bill for this job. We can now process the freight bill and prepare the invoice. There are several ways that we could do this. We could enter a separate line item. In reality, this would probably already have been done if we were expecting a freight bill. In this case, there is no freight line item and we need to add one. Using Add Line Item would take us through a ton of questions, as if we were entering an order for a printed item. The steps below show you how to add the freight item a little faster.
Select Actions > Receive Vendor Invoice.
Enter: WEHAUL<Tab> for the Vendor.
Invoice Number: 1234567890<Tab>
Date: Enter a date 2 or 3 days ago (-2<Tab>).
Amount: 72.59<Tab>
There is nothing in the list box. We need to enter an additional charge.
Select Commands > Additional Charge.
Enter FRT for the Item, and a cost and price of 72.59.
Click OK to close the Additional Charge dialog box.
Select Commands > Process to process the accounts payable record.
There is no need to view the Accounts Payable record.
We are now ready to invoice the customer. Select Actions > Invoice Customer.
You can click on the View Sales Tax and Financial Review buttons to confirm that the tax, cost, price and margin on the job are correct. There is also a View/Edit button in the top-left corner of the screen to view and confirm your shipping information. This is the operator’s chance to review the invoice amount before the invoice is prepared.
Click on the View/Edit button in the top-left corner, and enter We Haul Express<Tab> for the Carrier. Note that this is a drop down box. For this example, we will enter the information manually, but it is worth mentioning that you may enter frequently used carriers, or set a default carrier by selecting View > Control Files > Shipping Instructions from the Order Entry screen.
Enter Plant<Tab> for the FOB.
Click Finish and Create Invoice to complete the invoicing process.
The invoice is now prepared. The Print Preview window allows the operator to view the document and check everything before moving on to the next job.
Close the Print Preview window.